Unit Secretary

Boston Medical Center; Boston (MA); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking a dedicated unit secretary to enhance patient care and streamline administrative processes. This role involves providing exceptional customer service, managing communications between departments, and ensuring accurate patient records. Ideal candidates will possess strong organizational and interpersonal skills, thrive in a fast-paced environment, and be adept at handling multiple tasks simultaneously. Join a collaborative team where your contributions will directly impact patient experiences and operational efficiency. If you are passionate about healthcare and eager to support a dynamic unit, this opportunity is perfect for you.

Qualifications

• High School Graduate with hospital or medical office experience required.
• Excellent communication and organizational skills are essential.

Responsibilities

• Provides superior customer service and acts as a communication liaison.
• Transcribes physician orders and processes patient discharges promptly.

Skills

Excellent telephone skills

Interpersonal skills

Organizational skills

Computer experience

Ability to communicate effectively in English

Education

High School Diploma

Tools

Blue Chip System

VIP system

Pneumatic Tube System

Job description

I. Position Function:

Under the supervision of the Patient Care Director, the unit secretary will perform a variety of secretarial duties to support the administrative and clinical functions on the assigned unit.

II. Job Relationships:

• Supervised and/or reports to the following, by job category:

- Patient Care Director

- His/her designee

• Must be able to collaborate and communicate effectively with physicians, nurses, and other healthcare professionals.

III. Authority:

To coordinate the shift activities of the unit as outlined below.

IV. A. Responsibilities/Essential Functions:

1.) Provides superior customer service to internal and external clients, customers, and patients, adhering to Service Excellence Standards.

COMMUNICATION:

• Serves as the unit receptionist, greeting visitors and directing personnel as needed.
• Checks unit and individual email at least once per shift.
• Acts as a resource/preceptor to new secretaries and RNs regarding computer training and skills.
• Answers phones courteously and relays messages/information appropriately.
• Pages codes and healthcare providers using correct emergency numbers and protocols.
• Serves as a communication liaison between the unit and other departments, as well as among patients, families, doctors, and nurses.
• Participates in staff meetings and attends monthly unit secretary meetings.
• Maintains professionalism and positive customer relations.
• Distributes mail and arranges patient transport and specimen transportation using the VIP system and Pneumatic Tube System.
• Brings sign-in sheets to staffing daily.

ADMISSIONS:

• Prepares new admit packets and charts, obtains old records, labels rooms, and communicates with admitting regarding new admits, transfers, and room changes.
• Uses Blue Chip System to print necessary forms and labels.
• Communicates patient information to the charge nurse and ensures patient teaching tools are available.

TRANSCRIPTION OF PHYSICIAN ORDERS:

• Transcribes orders per policy, updates diets, and schedules tests, labs, and consults in the computer.

MEDICAL RECORD:

• Files and maintains all paperwork, ensures proper chart organization, and prepares pre-operative packets.

DISCHARGE:

• Processes discharges promptly, prepares records, updates census logs, and communicates with environmental services and other facilities as needed.

SUPPLIES & EQUIPMENT:

• Maintains stock, orders supplies, reports equipment issues, and coordinates repairs with appropriate departments.

MISCELLANEOUS:

• Stays informed of procedural updates, maintains census accuracy, keeps the unit area organized, and serves as a downtime resource.

B. Responsibilities/Non-Essential Functions:

Performs other duties as requested to facilitate patient care or unit functions.

V. Reporting Requirements:

• Reports delays, difficulties, or situations requiring attention to the PCD or designee.
• Responsible for entering daily patient charges.

VI. Accountability:

• Maintains confidentiality, adheres to policies, and exhibits professional and courteous behavior.

VII. Qualifications:

Minimum Education: High School Graduate.

Minimum Experience: Hospital or medical office experience required.

Minimum Skills/Abilities:

• Excellent telephone, interpersonal, and communication skills.
• Organizational skills and computer experience preferred.
• Ability to communicate effectively in English and prioritize tasks.

Certification/Licensure: No certification or licensure required.

Training: Provided on unit with experienced preceptor and through sessions with the Lead Unit Secretary/Unit Coordinator.

Special Qualifications: Ability to handle multiple tasks simultaneously.

Equal Opportunity Employer/Disabled/Veterans